Privacy Policy

1. About this Privacy Policy
 

Summit Talent Network is committed to protecting the privacy of the people we work with.
 

This Privacy Policy explains how Summit Talent Network ("Summit Talent Network", "we", "us or "our") collects, holds, uses and discloses personal information in connection with our recruitment and talent acquisition services.
 

This Privacy Policy applies to personal information collected through our website, talent pool, recruitment services, email, telephone, social media, applications, referrals and other interactions with Summit Talent Network.
 

We understand that candidates and clients may provide us with personal and, in some circumstances, sensitive information. We take reasonable steps to handle that information securely, appropriately and transparently.
 

This Privacy Policy is intended to explain our information-handling practices in a clear and accessible way and to operate consistently with applicable Australian privacy laws, including the Australian Privacy Principles where they apply. The Office of the Australian Information Commissioner (OAIC) recommends that privacy policies explain what information an organisation collects, how it is held, why it is used or disclosed, access and correction procedures, complaints and overseas disclosures.
 

2. What personal information do we collect?
 

The type of personal information we collect depends on how you interact with Summit Talent Network.
 

2.1 Candidates and talent-pool members
 

If you contact us about employment opportunities or join our talent pool, we may collect information including:

• name;

• email address;

• telephone number;

• general location;

• education;

• qualifications;

• employment history/ work experience;

• professional registrations, certifications and training;

• skills, knowledge and areas of expertise;

• resume and CV information;

• availability;

• preferred role types and working arrangements;

• preferred locations;

• career interests and objectives;

• salary or remuneration expectations;

• interview notes;

• referee details;

• information obtained through reference checks;

• information relevant to a particular employment opportunity;

• information concerning your right or eligibility to work in Australia; and

• any other information you choose to provide to us.
   

Where relevant to a particular recruitment process, we may also collect sensitive information, such as health information, disability information or criminal record information.
 

We will only collect, use or disclose sensitive information where permitted or required by applicable law and where reasonably necessary for the relevant recruitment or business purpose.
 

2.2 Clients and prospective clients
 

If you are a client, prospective client or representative of an early childhood education service, we may collect:

• name;

• position and organisation;

• contact details;

• service and business information;

• vacancy and recruitment requirements;

• information about the position being recruited;

• information about the skills, qualifications and experience required;

• salary guide for the position being recruited;

• probation period for the position being recruited;

• communications and correspondence with us;

• billing and administrative information; and

• other information you provide in connection with our services.
   

2.3 Website and social media enquiries
 

If you contact us through our website, email, telephone, social media or another channel, we may collect information you provide, such as your name, contact details and the nature of your enquiry.
 

3. How do we collect personal information?
 

We generally collect personal information directly from you.
 

For example, information may be collected when you:

• complete our talent-pool form;w

• submit a CV or resume;

• enquire about an employment opportunity;

• contact us by email or telephone;

• communicate with us through social media;

• participate in an interview or recruitment discussion;

• provide referee details;

• provide information for a reference check;

• engage our recruitment services as a client; or

• otherwise voluntarily provide information to us.
   

In some circumstances, we may collect personal information from other sources where permitted by law.

These sources may include:
 

• referees nominated by candidates;

• current or former employers;

• professional or employment networks;

• publicly available professional information, including information published on professional networking platforms;

• clients or prospective employers;

• people involved in a recruitment process; and

• service providers assisting us with recruitment or business administration.
   

Where we collect personal information about you from someone other than you, we will take reasonable steps to handle that information in accordance with applicable privacy requirements.
 

4. Our Talent Pool
 

Our talent pool allows early childhood professionals to register their interest with Summit Talent Network for current and future employment opportunities.
 

When you join our talent pool, you provide information through a form on our website. We use this information to understand your skills, experience, qualifications, preferences and career interests.
 

Joining our talent pool does not mean that you are applying for a particular position.
 

Instead, your information allows Summit Talent Network to keep you in mind for suitable current or future employment opportunities.
 

We may contact you when we identify a role that we believe may be relevant to your:

• experience;

• qualifications;

• skills;

• availability;

• location preferences;

• role preferences; or

• career interests.
   

We may contact you by email, telephone or another contact method you provide to us.
 

Before presenting you for a particular opportunity, we will discuss the role with you, determine your suitability, and confirm your interest.
 

Where appropriate for the recruitment process, we may provide relevant information about you to the prospective employer or client.
 

You may leave our talent pool at any time by contacting Summit Talent Network in writing and requesting that your personal information be deleted.
 

5. Why do we collect and use personal information?
 

We collect, hold, use and disclose personal information for purposes connected with operating Summit Talent Network and providing our recruitment and talent acquisition services.
 

These purposes may include:

• identifying and sourcing suitable candidates;

• maintaining our talent pool;

• considering candidates for current and future employment opportunities;

• contacting candidates about potentially suitable roles;

• assessing candidates against recruitment requirements;

• discussing employment opportunities with candidates;

• preparing candidate profiles and shortlists;

• presenting suitable candidates to clients;

• facilitating introductions between candidates and employers;

• conducting or facilitating reference checks;

• verifying qualifications, experience or other information relevant to a role;

• communicating with clients about recruitment requirements;

• providing recruitment and talent acquisition services;

• managing candidate and client relationships;

• maintaining business and financial records;

• processing invoices and payments;

• responding to enquiries;

• improving our services and website;

• complying with legal and regulatory obligations; and

• managing and protecting our business.
   

We will not use or disclose personal information for a purpose that is unrelated to the purpose for which it was collected unless permitted or required by law or otherwise authorised.
 

6. Candidate information and client introductions
 

As part of our recruitment services, Summit Talent Network may provide relevant candidate information to a client where the candidate is being considered for a particular role or employment opportunity.
 

The information provided will generally be limited to information reasonably necessary for the recruitment process.
 

This may include information such as:

• name;

• professional experience;

• qualifications;

• skills;

• employment history;

• availability;

• relevant preferences;

• referee details; and

• other information relevant to the particular role.
   

We aim to provide clients with sufficient information to assess a candidate's suitability without unnecessarily disclosing additional personal information.
 

Where appropriate, we will discuss the opportunity with the candidate before presenting their profile to a prospective employer or client.
 

7. Reference checks
 

Where reference checks form part of our recruitment process, we may collect information from referees nominated by a candidate or otherwise authorised or permitted to provide information about the candidate.
 

Reference information may be used to assist in assessing a candidate's suitability for a role.
 

Depending on the recruitment arrangement, Summit Talent Network may:

• conduct reference checks on behalf of a client; or

• provide referee details to a client where the client has elected to conduct its own reference checks.
   

Information obtained through reference checks may be provided to the relevant client where reasonably necessary for the recruitment process.
 

8. Disclosure of personal information
 

We may disclose personal information where reasonably necessary for the purposes described in this Privacy Policy.
 

Depending on the circumstances, information may be disclosed to:

• current or prospective employers and clients;

• referees nominated by candidates;

• professional or regulatory bodies, where relevant;

• service providers who assist us to operate our business;

• website, hosting, email, cloud storage, CRM and other technology providers;

• professional advisers, such as accountants, lawyers or insurers;

• payment and financial service providers;

• government agencies or regulators where required or authorised by law; and

• other parties where you have provided consent or disclosure is otherwise permitted or required by law.
   

We do not sell candidate personal information to third parties.
 

We do not provide candidate information to third parties for their own unrelated marketing purposes.
 

9. Our website and Wix
 

Our website is created and operated using Wix.com ("Wix"), a website development and hosting platform.
 

When you visit our website, Wix and/or other technologies used on our website may automatically collect certain technical information about your visit.
 

This may include information such as:

• IP address;

• browser and device information;

• pages visited;

• date and time of visits;

• referral information;

• website usage information; and

• information about how you interact with our website.
   

We may use cookies and similar technologies to:

• enable our website to function properly;

• remember preferences and settings;

• understand how visitors use our website;

• monitor website performance;

• identify errors;

• improve website functionality; and

• where applicable, measure the effectiveness of our marketing activities.
   

Some cookies may be essential to website functionality, while others may be used for analytics, functionality or marketing purposes.
 

Where required by applicable law, we will seek consent before using non-essential cookies or similar technologies.
 

Wix has its own privacy practices and may process information in accordance with its own privacy policy. You can view the Wix Privacy Policy on the Wix website. Wix Privacy Policy.
 

Our website may also use third-party services or integrations, including analytics, forms, social media or other applications. Where these services are used, the relevant provider may collect or process information in accordance with its own privacy policy.
 

We will update this Privacy Policy if our website technology or data collection practices materially change.
 

10. How we hold and protect personal information
 

We take reasonable steps to protect personal information from:

• misuse;

• interference;

• loss;

• unauthorised access;

• unauthorised modification; and

• unauthorised disclosure.
   

Personal information may be held electronically using secure business systems and cloud-based services, including systems used to operate our website, manage our talent pool, communicate with candidates and clients, and administer our business.
 

Our security measures may include:

• password-protected systems;

• access controls;

• appropriate authentication measures;

• secure cloud-based systems;

• limiting access to information to those who require it for legitimate business purposes; and

• appropriate procedures for handling and disposing of personal information.
   

No method of storing or transmitting information can be guaranteed to be completely secure. However, we take reasonable steps appropriate to the circumstances to protect the information we hold.
 

11. How long do we keep personal information?
 

We intend to retain information provided by candidates who join our talent pool for an ongoing period so that Summit Talent Network can consider them for suitable employment opportunities that may arise in the future.
 

Because recruitment opportunities can arise at different times, we do not automatically delete talent-pool information after a fixed period.
 

We may retain your information while we reasonably consider that it remains relevant to the operation of our talent pool and our recruitment services.
 

You may request deletion of your personal information at any time by contacting Summit Talent Network in writing.
 

Where you request deletion, we will take reasonable steps to delete or de-identify your personal information, subject to any information that we are required or permitted to retain by law or that we reasonably need to retain for a legitimate business purpose.
 

Where personal information is no longer required for any purpose for which it may lawfully be used or disclosed, we will take reasonable steps to destroy or de-identify it, subject to applicable legal requirements.
 

The OAIC's guidance recognises that information may be retained while it is still required for a lawful purpose, but that reasonable steps should be taken to destroy or de-identify information once it is no longer needed.
 

12. Overseas disclosure and service providers
 

Some of the technology and service providers we use to operate Summit Talent Network may store or process personal information outside Australia.
 

As a result, personal information collected by us may be disclosed to or handled by overseas service providers.
 

Our website is operated using Wix, and Wix states that it may process information through its international operations, service providers and data infrastructure.
 

Depending on the systems and services we use, personal information may be handled in countries including:

• Australia;

• the United States;

• Ireland; and

• other countries where our technology or service providers operate.
   

Where required by applicable privacy law, we will take reasonable steps in relation to overseas recipients and the protection of personal information.
 

We will update this section if our material overseas data-handling arrangements change.
 

13. Direct marketing and recruitment communications
 

If you join our talent pool, we may contact you about current or future employment opportunities that we consider may be relevant to you.
 

These communications form part of the recruitment service associated with our talent pool.
 

You may request that we stop contacting you about future employment opportunities at any time by contacting us in writing.
 

We may also send other business or marketing communications where permitted by applicable law.
 

Where required, we will provide an appropriate means of opting out of direct marketing communications.
 

Opting out of marketing communications does not necessarily require us to delete information that we are otherwise permitted or required to retain for recruitment, legal, administrative or other legitimate purposes.
 

14. Access to your personal information
 

You may request access to personal information that Summit Talent Network holds about you.
 

You may make an access request by contacting us in writing.
 

We may take reasonable steps to verify your identity before providing access to personal information.
 

We will generally respond to access requests within a reasonable period. The OAIC notes that, in most cases, a reasonable period for responding to an access request will not exceed 30 calendar days.
 

In some circumstances, applicable privacy laws may allow or require us to refuse access to particular information. If this occurs, we will explain the reasons where we are permitted to do so and advise you of any available options.
 

15. Correcting your personal information
 

We take reasonable steps to ensure that personal information we collect, use and disclose is accurate, complete and up to date.
 

If you believe that information we hold about you is inaccurate, incomplete, out of date, irrelevant or misleading, you may ask us to correct it.
 

You may make a correction request by contacting us in writing.
 

We will consider your request and take reasonable steps to correct information where appropriate.
 

The OAIC advises that correction requests should generally be dealt with within a reasonable period, which in most cases will not exceed 30 calendar days.
 

16. Requesting deletion of your information
 

If you have joined the Summit Talent Network talent pool and no longer wish us to retain your information, you may request deletion in writing.
 

You can do this by contacting us in writing.
 

Please include your name and, where possible, the email address or other details you used when joining our talent pool so that we can identify your records.
 

Upon receiving a deletion request, we will take reasonable steps to identify and delete or de-identify the relevant personal information, subject to any information we are legally required or otherwise permitted to retain.
 

Deleting your information from our talent pool means that we may no longer be able to contact you about future employment opportunities.
 

17. Unsolicited personal information
 

If we receive personal information that we did not solicit, we will assess whether we could have lawfully collected that information.
 

Where applicable privacy law requires us to destroy or de-identify unsolicited personal information because it could not have been lawfully collected, we will take reasonable steps to do so.
 

18. Privacy complaints
 

If you believe that Summit Talent Network has mishandled your personal information or breached an applicable privacy obligation, we encourage you to contact us first so that we can investigate and attempt to resolve your concern.
 

You can make a privacy complaint by contacting us in writing.
 

When making a complaint, please provide enough information for us to understand the issue, including relevant dates and details where possible.
 

We will:

1. acknowledge your complaint;

2. review the circumstances;

3. investigate the matter where appropriate;

4. seek to resolve the complaint within a reasonable period; and

5. communicate the outcome to you.
    

If you are not satisfied with our response, or your complaint remains unresolved, you may contact the Office of the Australian Information Commissioner (OAIC).
 

Information about making a privacy complaint to the OAIC is available through the OAIC website.
 

19. Changes to this Privacy Policy
 

We may update this Privacy Policy from time to time to reflect changes to:

• our business;

• our recruitment services;

• our website;

• technology and service providers;

• our information-handling practices; or

• applicable privacy laws and requirements.
   

The current version of this Privacy Policy will be published on our website and will include the date it was last updated.
 

We encourage you to review this Privacy Policy periodically.